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Question

Give read-only access to Executive Team without assigning as a user task

Forms Version 10
Updated August 11, 2017
asked on September 9, 2016

I'm trying to figure out how to give access of active (submitted) requests to the Executive Team without assigning them a task (or having them be included in the email notification when it is assigned). Essentially, they'd like to have access to the request only if and when they wish to review it (while still pending). 

I feel like maybe I'm overthinking it, but I couldn't find any posts on this topic either. Thoughts? 

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Replies

replied on September 11, 2016

So you want to cc to another team when task is assigned so that they know the direct link of the task from the email notification?

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replied on September 12, 2016

No, not an email. Maybe the use-case will help explain. We've created a form to submit project and production support requests to our IT dept. Anyone in the organization can submit a request but it has to be approved by their respective Manager and/or VP before reaching the IT dept. Once a month the VPs come together to collectively prioritize or re-prioritize the work requested from their departments - based on new developments or changes at that level.

If they weren't involved in the approval process at the beginning stage of the request they don't have access to see/review the submitted form later. Creating a report with all of the details of each request seemed rather redundant than just giving them access while it's still In Progress.

Does that make sense?

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replied on August 11, 2017

Maybe you can create a team to include all the Managers and VPs and assign the approve task to the team and using team filter to dynamic assign the task to the respective Manager. With this settings, all the tasks belong to the team and any team members can view all the tasks if the team task visibility is "Show team tasks to all team members.".

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